Business travel is crucial to a business’s long-term success. Business travel brings in clients, opportunities, and helps a company expand its foothold. As an executive assistant, when your boss is traveling, the responsibility of taking care of all the travel-related logistics falls on your shoulders. From booking flights to reserving hotels— there are a lot of things that go into planning a streamlined travel itinerary for your boss.
In this article, we will cover some useful insight on how to effectively make travel plans for your boss.
Find out the budget
Every company has an allocated travel budget. Make sure you know how much can be spent on the trip. Businesses sometimes have partnerships with companies that offer travel at discounted prices— check if there is a better deal available.
Check travel requirements
Every country has specific requirements for visitors who are traveling for business or pleasure. Depending on which country your boss is traveling to, there may be certain travel requirements that he will have to consider. For example, does your boss need a visa to travel to that specific country? Does he need certain vaccinations? Keep such contingencies in mind and begin planning a few weeks in advance to cater to these requirements. Also, make sure your boss’ passport is on a date and has empty pages in case a visa is required.
Know your boss’ preference
Some bosses are particular about certain aspects of travel. For example, they may prefer an aisle seat over a window or want a digital boarding pass rather than a printed copy. Ask your boss what their preferences are and plan the trip accordingly.
Create an itinerary
Before travel, sit down with your boss and create a travel itinerary for the travel days. What will his schedule look like on day one? Who will he meet and at what time? Details such as getting into the shuttle and getting to the airport, to meeting an executive for lunch—everything should be listed down in the itinerary. This will give your boss a clear idea of what’s next and remove any confusion or miscommunication between you both.
Research the culture
With international travel, you need to keep certain things in mind. Every culture has norms, e.g. way of greeting, eating, or even tipping. Briefly update your boss on these details.
Account for the unexpected
Unexpected changes can happen during travel. Maybe your boss’ flight gets delayed. What should you do in that situation? If it’s an overnight delay, you would have to book a hotel for him. In another situation, their flight may reach earlier than expected, and you now have to coordinate the new time with the pickup service and the hotel staff. Always be prepared for the unexpected!
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